Assc Supply Officer

Before submitting an application, UNHCR staff members intending to apply to this Job Opening are requested to consult the Recruitment and Assignments Policy (RAP, UNHCR/HCP/2017/2 and the Recruitment and Assignments Administrative Instruction (RAAI), UNHCR/AI/2017/7 OF 15 August 2017.

Associate Supply Officer

ORGANIZATIONAL CONTEXT

The Associate Supply Officer manages and supports all activities pertaining to the supply chain function including planning, sourcing, transport, shipping, customs clearance and warehousing management in the operation.

The incumbent is normally supervised by the (Senior) Supply Officer who defines the objectives and provides general guidance. S/he will also refer to UNHCR manuals and relevant policy papers. The incumbent normally supervises some support staff.

Contacts are predominantly with other UN agencies, Implementing partners and Government departments on relevant subject matters at the working level.

FUNCTIONAL STATEMENT

Accountability

- UNHCR delivers timely and quality goods and services to persons of concern in compliance with supply chain rules and procedures.
- The local supply chain function is optimised and aligned with the operations' evolving needs and management systems and has an infrastructure that is robust and flexible enough to accommodate operational requirements.
- Supply chain activities are supported by effective partners.

Responsibility

Strategy

- Prepare plans for delivery of relief items according to operational needs.
- Apply UNHCR's procurement strategy when planning for purchase of important commodities and services.
- Through regular physical verification of PPE establish their status, propose old and obsolete PPE for disposal and plan for the arrival of replacement items.

Operational Support

- Identify partners for supply chain projects based on objectives, priorities, strengths and resources of the implementing partner and/or contractor, according to criteria consistent with UNHCR rules and regulations.
- Resolve difficulties in the local supply chain by finding solutions to problems and bottlenecks, and provide regular reports on supply chain activities, the status of requests and the availability of items in the supply chain.
- Ensure timely customs clearance of consignments, and manage storage of goods according to "best practices" and UNHCR rules and regulations.
- Maintain an efficient system for the release, distribution and redeployment of goods.
- Coordinate transportation and distribution of relief items.
- Maintain accurate and comprehensive records on logistical activities and provide timely reports and updates both periodically and on request.
- Coordinate activities of implementing partners and/or contractors performing supply related activities, and ensure that they understand and adhere to relevant UNHCR rules and procedures.
- Through regular physical verification of PPE establish their status.
- Propose old and obsolete PPE for disposal and plan for arrival of replacement items.

Infrastructure Support

- Evaluate purchase requisitions to ensure that specifications, delivery dates and all other requirements are in order.
- Draft and dispatch quotation requests and/or tenders, assist in the evaluation of offers and draft bid-tabulations, and prepare proposals for award of contracts to the Committee on Contracts.
- Prepare Purchase Orders and send confirmations, requests for inspection and other correspondence;
- Monitor the manufacture/transport of ordered goods to ensure timely delivery.
- Analyse matters relating to procurement activities, and deliver information on all procurement activities within area of responsibility. Provide guidance and advice on UNHCR procurement policies and procedures to support and assist requesting sections.
- Implement effective asset and fleet management that regularly monitors the asset/fleet pool, saves cost and safeguards the investment of the organisation including receipt, inspection, registration and marking of new Property, Plant and Equipment (PPE), and organisation of the physical verification of PPE.
- Ensure that PPE agreements are properly issued and signed.
- Ensure proper preparation of disposal forms and cases for the Asset Management Board.
- Organise the disposal of PPE, according to Asset Management Board decisions.
- Provides asset management reports, customised reports, and gathers information on all assets and provides in-depth reports periodically and when requested.
- Analyse the quality of commodities and services delivered in relation to the needs of the location and established quality standards. Establish a local quality assurance process.

Business Support

- Analyse the existing infrastructure and ensure that it is optimally aligned with the operational needs.
- Implement practical projects to improve supply performance that has clear objectives, timescales, tasks and resources defined. Monitor the project implementation and report on progress.
- Monitor the quality and accuracy of supply chain related data in relevant business systems.
- Compile and analyse statistical information, identify trends and developments in supply chain related matters that will assist in decision making.
- Disseminate, promote commitment to and monitor compliance with UNHCR's global policies, standards and guidance on supply chain management.
- Adapt local supply chain structures to be consistent with the operational needs. Ensure effective information flow in the supply chain and adapt local process to the prevailing environment.
- Any other responsibility deemed necessary or as delegated by the Head of Supply Management Service in order to meet the level of service requires by the organisation.

Authority

- Identify, assess and select vendors based on their capability for delivering commodities and services. Maintain vendor and item master databases.
- Allocate resources to meet demand and support the on-going operation in compliance with the resources allocation framework.
- Determine shipment methods, routes and delivery schedules to meet demand in the most timely and cost-effective manner.
- Award, approve and terminate local contracts in accordance with delegated authorities, as well as, relevant UNHCR regulations, rules and procedures.
- Enforce compliance of supervised staff with relevant UNHCR supply chain regulations, rules and procedures and appraise their performance.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED

- Undergraduate degree (equivalent of a BA/BS) in Business Administration, Marketing, Engineering, Logistics, Mathematics or a related field plus minimum 3 years of previous relevant professional job experience. Graduate degree (equivalent of a Master's) plus 2 years or Doctorate degree (equivalent of a PhD) plus 1 year of previous relevant work experience may also be accepted.
- Knowledge of English and UN working language of the duty station if not English.

DESIRABLE QUALIFICATIONS & COMPETENCIES

- Completion of UNHCR learning programmes or specific training relevant to functions of the position such as the Supply Chain Learning Programme (SCLP).
- Other UN procurement and logistics training such as IAPSO and UNPD.
- Knowledge and working experience of PeopleSoft/MSRP Supply Chain applications.
- Knowledge of additional UN languages.

This is a Standard Job Description for all UNHCR Associate Supply Officer positions. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates. C001L2 - Accountability Level 2
C002L2 - Teamwork & Collaboration Level 2
C003L2 - Communication Level 2
C004L2 - Commitment to Continuous Learning Level 2
C005L2 - Client & Result Orientation Level 2
C006L2 - Organizational Awareness Level 2
M006L2 - Managing Resources Level 2
X001L2 - Analytical Thinking Level 2
X005L2 - Planning and Organizing Level 2 <p>The UNHCR workforce consists of many diverse nationalities, cultures, languages and opinions. UNHCR seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.</p>
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See below for this postion's Operational Context
======================================================================================================== Excellent knowledge of UNHCR rules and procedures for supply chain, ie procurement and committees on contracts.
Ability to identify and evaluate implementing partners¿ capacity to undertake major construction intensive projects.
Ability to launch tenders for UNHCR direct implementation projects in line with existing rules and regulations.
Experience in conflict resolution to face difficulties in the local supply chain by finding solutions to problems.
Ability to develop relevant contacts and build constructive relations with government authorities, implementing partners, UN agencies, private companies and others.
Ability to lead, coordinate and multi-task various projects at a time, including under partnership agreements as well as through direct contractors.
Knowledge of fraud mitigations mechanisms and financial risk management in procurement
Knowledge of local market an asset.
Consensus teambuilding and cultural sensitivity needed as the team is diverse.
Willingness to conduct extended field missions.
Ability for analytical thinking and change capability and adaptability to operational challenges.
Experience in using MSRP and UN/UNHCR procurement.
Excellent command of Spanish and English, written and spoken is essential.  Fluency in Portuguese is highly desired.
Previous experience in Latin America is highly desirable. Due to on-going political and socio-economic developments in Venezuela, Venezuelans continue to flee their country and to enter into Brazil through its northern border state (Roraima state), the main entry point from Venezuela and the only access to other Brazilian States. According to the latest Federal Police¿ statistics, between 500 and 800 people enter every day into Roraima State. Many of these new arrivals are in desperate conditions and in urgent need of humanitarian assistance, such as food, shelter, health and protection. Since 2017 and until October 218, the Federal Police of Brazil registered 176.259 Venezuelan entries and 90.991 exits through the Pacaraima border in Roraima, resulting ina total of 85.268 Venezuelans remaining in Brazil. To respond to this situation at the national level, the President of Brazil issued Provisional Measures in February 2018 to reinforce the Federal Emergency Preparedness and Response Plan, appointed a Coordinator for the Emergency Response Plan was appointed late February 2018 and organized Voluntary Internal Relocation of Venezuelans from Roraima state, where resources are insufficient, to other states with better local integration prospects, with UNHCR¿s support. At the local level, the federal government declared the state of emergency in Roraima. UNHCR¿s presence, structure and portfolio of activities has expanded and adapted as necessitated by the evolving protection and humanitarian context. UNHCR in collaboration with other Agencies, has supported the federal government at the municipal, state and federal levels to strengthen the humanitarian response and address the most pressing humanitarian needs, at the border and in main municipalities of arrivals/relocation. It has expanded and improved its presence in the field, especially in Roraima, established and/or strengthened existing local protection networks, ensured that access to the territory was central in all responses (including by monitoring and training relevant authorities on emergency preparedness, compliance with key customary principles of International law such as non refoulement, etc).  UNHCR, together with partners and the authorities,  carried out live-saving interventions across the emergency response mechanism (access to basic needs, relocation, cash interventions to the most vulnerable) and has conducted registration on PROGRESS of the Venezuelan population living at the shelters in Roraima and Boa Vista (registrations being one of the priority protection activities of UNHCR in the framework of the emergency response in the region).The strategic operational vision is composed of a phased approach detailing It has been increasingly difficult for the operation to cope with the increasing needs and to pursue life-saving assistance for the Venezuelans given the level of staffing resources available. UNHCR increased its number of temporary staff over the year, in order to cover core functions in the operation. At this juncture, and in line with strategic directions approved, UNHCR is regularizing critical positions to stabilize its presence across the whole operation and ensure an appropriate and sustaining support of the humanitarian response, as well as long term partnership with, and technical assistance to the authorities Family duty station A
Very good infrastructure (health, housing, banking transportation, telecommunications and recreational facilities)
Adequate schools. There is no lack of private schools, although the number of bilingual or bicultural schools is not high. Common crime exists; staff should be alert and adopt basic precautions. With the volume of humanitarian aid increasing, the number of partners expanding and the response continuing, the Operation requires staff capacity to lead, coordinate and implement the overall procurement of goods and services and serves the functions of Associate Supply Officer.

Please note that the closing date for all vacancies in this Flash Vacancy is Tuesday 18 December 2018 (midnight Geneva time).